The Department of Art and Art History at the College of New Jersey is currently seeking highly organized and dynamic candidates for a Program Assistant role. The Program Assistant will report to and support the department chairperson and also support the art gallery director, faculty, studio manager, and students, and coordinate the administrative work of the department. The Program Assistant is responsible for combined duties including the oversight of an efficiently functioning office, tracking and maintaining departmental files, taking meeting minutes, processing applications from prospective students, scheduling all courses under the direction of the department chair, managing registration and room assignments in PAWS, maintaining meticulous budget records, working with the chair and gallery director to track department spending, establishing adjunct and vendor contracts, supporting and coordinating recruitment initiatives, updating the department and gallery website, maintaining department presence on social media, coordinating all department events and assisting with gallery events, serving as a liaison between faculty, students, guests, and other stakeholders, and managing student workers. The Program Assistant works extensively with internal and external stakeholders, coordinating efforts with the School of the Arts and Communication more broadly, and working with student groups and community partners to provide students with opportunities for professional development. The Program Assistant also meets regularly with the school's other program assistants, under the direction of the Assistant Dean, to work collaboratively and identify solutions that benefit all departments.

Main Responsibilities:

General management:

Manage student workers and interns
Prepare and present materials for publications and other requisite reports
Attend and participate in meetings and events related to assigned responsibilities
Prepare clear, technically sound, accurate, and informative spreadsheets and reports
Coordinate travel arrangements for faculty, students, and guest speakers
Work with department and gallery director to launch and manage special events.
Department registration:

Manage class schedules in PAWS, track enrollment in classes, and in program’s majors and minors
Work with Department Chair to plan and implement academic schedule
Assign advisors to incoming freshmen, transfer students and current students
Information systems management:

Use PAWS system to manage courses, room assignments, and schedules
Manage departmental data and all computer systems; including PAWS, PeopleSoft, Canvas, Oracle Cloud, iContract, and calendar & email scheduling
Develop and maintain databases for alumni and external partners
Track and maintain personnel files, student files, and class advisement lists of hard copy & electronic files
Create and manage contracts for adjunct faculty and other professional services
Maintain departmental calendar outlining key dates for departmental events and programs
Create statistical information and reports as they relate to department initiatives and accreditation requirements
Point of contact and liaison:

Act as administrative liaison with other academic units on campus, such as the College Art Gallery, facilities, IT, building services, Records and Registration, HR, etc.
Consult with the Department Chair on a regular basis to discuss progress, identify problems, and effect resolutions.
Assists in the development of training programs for students, staff, and others
Professionally manage all departmental communications both internal and external via telephone, fax, email, and in person
Effectively use social media to promote the Department, and maintain and update departmental website
Provide outstanding service to faculty, students, visitors, staff, administrators and all other departmental constituencies
Manage day to day activities and provide professional level administrative support to department Chair, faculty and staff
Provide students with factual information about academic requirements
Outreach to alumni
Recruitment and outreach:

Maintain admission records, student applications, enrollment and registration statistics as well as records for our student population, faculty hiring, and personnel searches
Ensure that SlideRoom (online portfolio service) criteria reflects Department guidelines and clearly communicates with prospective students
Notifies Chair and faculty of upcoming deadlines and enrollment application numbers
Liaise with the School of ArtsComm Recruitment Specialist and the Office of Admissions
Maintains timely correspondence with all applicants and tracks portfolio results
Assist prospective students & families during the application process
Budget management:

Prepare financial spreadsheet, budget models and budget reports for both the Art & Art Education Department and the Art Gallery
Process POs, invoices, check requests, and all other types of payments related to departmental and gallery operations tracking
Maintain all academic and financial filing systems
Oversee department, gallery and grant budget, and maintain the department shadow budget
Reconcile departmental and gallery expenses with web reports
Accreditation:

Archive student work and departmental data for accreditation purposes
Prepare data for HEAD report
Gather financial, personnel, curriculum, enrollment, and recruitment data for accreditation procedures; arrange and execute logistics for on-site evaluation by NASAD representatives.
Prepare and deliver response documents for post-evaluation feedback
Required Qualifications:

Education: Graduation from an accredited college or university with a bachelor's degree.

Substitution: Applicants who do not possess the required education may substitute additional professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits.

Possession of an associates degree; and two (2) years of professional administrative experience may be substituted.

Persons with disabilities may request reasonable accommodations in order to perform the essential functions of the position. If the requested accommodation(s) cannot be made because it would cause the employer undue hardship, the applicant may not be eligible for the position.

Preferred Qualifications:

Proficiency in Microsoft Office and Google Workspace for document preparation and data management. Basic bookkeeping skills for handling invoices and budgets, along with excellent document management and typing skills. Experience managing social media accounts with knowledge of keywords and hashtags. Ability to adapt quickly to TCNJ's work environment; familiarity with Taleo and Oracle is a plus.
Strong ability to communicate effectively with faculty, students, administrators, and external communities. Excellent writing skills with proper grammar and structure.
Foster an inclusive, equitable, and cooperative work environment that values individual differences in culture, race, ethnicity, religion, gender, and other attributes.
Skilled in identifying and analyzing problems, finding solutions, and coordinating with other departments to achieve goals. Ability to monitor and evaluate progress and adapt strategies as needed.
Flexible and able to adapt to changing conditions and priorities. Strong time management skills, capable of multitasking and prioritizing tasks to meet deadlines.
Employer Qualifications:

Final offer of employment is contingent upon the successful completion of a background check and reference checks.
Residency Requirement: In accordance with the New Jersey First Act P.L. 2011 c.70, effective September 1, 2011, new public employees in certain positions (faculty exempt) are required to obtain New Jersey residency within one (1) year of employment. Applicants must meet the requirements listed.
About TCNJ:

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 "Most Competitive" schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings.

Employee Benefits:

As a member of The College of New Jersey Community, you will be a part of an exciting and rewarding public university career. Eligible full-time employees will be able to take advantage of a generous benefits package that includes health, welfare, and retirement benefits, including:

Comprehensive benefit plans covering medical, dental and prescription plans
Generous leave entitlements program and Energy Savings Program
Employee and dependent Tuition Waiver and Reimbursement Program
Pension, retirement, and deferred compensation plans, group life insurance
Employee Assistance Program (EAP)
Employee affinity groups
New Jersey State Employee Discount Program (Pet insurance, cell phone plan discounts, discounted amusement park tickets, etc.)
Access to extensive learning opportunities